Proposal Coordinator

Aptive

6d•Remote

About The Position

Aptive is seeking a proactive and detail-oriented Proposal Coordinator to join the Bid & Proposals (B&P) group and support the development of high-quality, compliant federal proposals. The B&P group is an evolving team focused on supporting the organization in achieving both short- and long-term business growth goals. The team provides proposal management, technical writing, and graphic development support across the organization while maintaining governance, standards, and performance reporting as the company grows. As a member of the B&P group, the Proposal Coordinator will support Proposal Managers in preparing compelling, client-focused bids. This role will primarily support the day-to-day proposal and capture activities of a growing healthcare staffing team, assisting with proposal schedules, maintaining proposal documentation, coordinating inputs from internal teams and external partners, and supporting compliance reviews, formatting, and submission activities across multiple opportunities. This role will also be expected to responsibly incorporate AI-assisted tools and workflows into day-to-day proposal activities to improve efficiency, organization, and content development quality. The Proposal Coordinator will work closely with proposal managers, writers, subject matter experts, and leadership to support proposal development under tight deadlines. Responsibilities include assisting with the review of Requests for Proposals or Requests for Quotes (RFx), coordinating internal contributions, leveraging existing documentation to develop written responses, and helping ensure proposal materials are accurate, compliant, and aligned with quality standards while appropriately handling sensitive information. This is an entry-level position designed for individuals eager to begin or grow their career in proposal development. Prior experience is not required, as Aptive will provide training and mentorship on proposal processes, tools, and best practices. The most important qualities for success in this role are a willingness to learn, strong motivation, and a solid work ethic. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment. Strong written and verbal communication skills are essential, as this role regularly interacts with internal stakeholders and external partners. We are a low-ego, high-output team that values kindness, accountability, and collaboration, and we’re looking for someone who is eager to grow while contributing to the success of the team. This is a full-time remote position.

Requirements

Bachelor’s degree or equivalent experience.
Strong attention to detail.
Strong organizational and document management skills with the ability to track multiple tasks and deadlines simultaneously.
Ability to manage competing priorities and work effectively under deadline-driven environments.
Excellent written and verbal communication skills.
Strong editorial and proofreading skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Adobe Acrobat and SharePoint.
Willingness and ability to learn and incorporate AI-assisted tools into day-to-day work activities.
Ability to work independently while collaborating effectively with cross-functional teams.
Legal authorization to work in the U.S.

Nice To Haves

Experience supporting federal proposal development or government contracting organizations.
Familiarity with federal procurement processes and solicitation types such as RFPs, RFQs, and RFIs.
Exposure to proposal development tools, shared proposal libraries, or proposal management platforms.
General familiarity with federal government contract types (IDIQ, FFP, T&M, CPFF).

Responsibilities

Create and maintain proposal schedules, trackers, and milestone timelines for active bids.
Assist with organizing and coordinating proposal meetings, working sessions, and color team reviews.
Coordinate with proposal managers, technical writers, subject matter experts, and graphics teams to support proposal development.
Coordinate proposal inputs from internal teams and external partners, supporting communications across all stakeholders to ensure information is collected, tracked, and incorporated into proposal deliverables.
Monitor proposal-related communications across Microsoft Teams, email, and proposal workspaces.
Track action items and ensure follow-up with contributors and stakeholders.
Track proposal Q&A submissions and responses and distribute updates to the proposal team.
Assist with reviewing solicitation documents (RFPs, RFQs, RFIs) to identify key requirements, deadlines, and compliance elements.
Support proposal managers in organizing and synthesizing information from capture and strategy discussions to help align proposal responses with customer priorities and evaluation criteria.
Assist with creating proposal documents, including developing proposal outlines, setting up section templates, and drafting initial content based on solicitation requirements and existing materials.
Assist with drafting, editing, and refining proposal content by incorporating input from subject matter experts and proposal managers.
Maintain compliance checklists and assist with ensuring proposal responses align with solicitation instructions.
Support preparation of proposal artifacts such as tables, matrices, resumes, past performance references, and supporting documentation.
Maintain proposal workspaces, document organization, version control, and reusable proposal content libraries including resumes and past performance materials.
Assist with preparing materials for proposal review cycles (Pink Team, Red Team, Gold Team).
Support document formatting, editing, and desktop publishing to prepare final proposal deliverables.
Support preparation of final proposal packages and assist with electronic proposal submissions through government portals and submission platforms.
Assist with maintaining proposal templates, style guides, and standardized materials to support consistent proposal development.
Use AI-assisted tools, where appropriate and in accordance with company guidance, to support research, content development, editing, formatting, compliance support, and workflow efficiency.
Gain exposure to federal proposal development processes, tools, and best practices while working closely with experienced proposal managers, writers, and subject matter experts.
Continuously develop proposal management and writing skills through hands-on participation in active proposal efforts, team collaboration, and mentorship within the Bid & Proposals team.